Client Overview
Company: Apex Traders
Industry: Consumer Goods Distribution
Location: Ahmedabad, India
Apex Traders is a mid-sized distributor managing 1,500+ SKUs across three warehouses. Manual spreadsheets and disconnected tools made daily operations chaotic, slowing growth and creating costly inefficiencies.
The Challenge
As the business scaled, manual systems caused:
- Frequent stock mismatches across warehouses
- Inaccurate delivery commitments
- Time-consuming invoicing and accounting
- Dispatch delays and billing errors
- Lack of real-time visibility for management
These issues were costing over ₹3 lakh annually and increasing employee frustration.
Objectives
Apex Traders needed a system that could:
- Eliminate inventory discrepancies
- Reduce manual work across departments.
- Improve billing accuracy and collections.
- Provide real-time management visibility.y
- Deliver measurable ROI without recurring license cost.
Our Approach
Over 8 weeks, Gnosys Digital implemented ERPNext with a focus on results:
- Cleaned and standardized master data
- Digitized inventory and warehouse workflows
- Automated billing and accounting processes
- Onboarded teams with hands-on training
- Built custom dashboards for management
The goal: unify operations, reduce manual dependency, and plug financial leaks.
Solutions & Impact
1. Centralized Inventory Management
- Real-time stock visibility, automated reconciliation, batch/expiry tracking
- Result: Inventory discrepancies down 70%, over-purchasing nearly eliminated
2. Automated Accounting & Billing
- Integrated sales, purchase, and finance; automatic GST-compliant invoicing
- Result: Manual accounting effort reduced by 40%
3. Streamlined Sales & Procurement
- Digital workflows for quotations, approvals, and order tracking
- Result: Order cycle times reduced by 60%, accuracy improved significantly
4. HR, Attendance & Payroll Automation
- Biometric attendance, leave/shift management, and automated payroll.
- Result: HR saved 2 full days/month
5. Real-Time Dashboards
- Instant visibility into sales, stock, receivables, and profitability
- Result: Faster, data-driven decision-making
Quantified Savings
| Area | Before ERPNext | After ERPNext | Annual Savings |
| Inventory mismatch & overstocking | ₹1,20,000 | ₹40,000 | ₹80,000 |
| Manual accounting labor | ₹1,00,000 | ₹30,000 | ₹70,000 |
| HR & payroll manual work | ₹60,000 | ₹15,000 | ₹45,000 |
| Invoicing delays & errors | ₹1,00,000 | ₹25,000 | ₹75,000 |
| Software subscriptions | ₹60,000 | ₹30,000 | ₹30,000 |
| Total Savings | ₹3,00,000+ |
Additional Productivity Gains:
- Recovered 15+ hours/week previously lost to manual reconciliation
- Freed 0.5 FTE in accounts for higher-value work
- Warehouse teams saved 6–8 hours weekly.
Results at a Glance
- ROI achieved in 4 months
- Processing delays cut 65%
- Inventory accuracy improved 80%
- Faster collections improved cash flow.w
- Repetitive manual work has been significantly reduced.
- Complete operational visibility for leadership
Client Testimonial
“We were losing money on invisible operational inefficiencies. ERPNext helped us plug those leaks and finally gain control over our business.”
— Head of Operations, Apex Traders
Conclusion
ERPNext didn’t just cut costs; it transformed Apex Traders’ operations. With a reliable, connected system in place, they’re now ready to expand SKUs, enter new regions, and serve customers confidently.
